Rental Agreement Template

Rental Agreement Template

Purpose

Rental Car Manager allows you to define the  Rental Agreement Template which is used to generate the Rental Agreement provided to your customers when they hire a vehicle. 

Note that there are 2 versions of the Rental Agreement  Template - a printable version for signing, and an electronic version that can be emailed to the customer for signing on-line.
This article refers to the printable version of the Rental Agreement.  For information on the electronic version please see the E-Signing of Rental Agreements article. 

Note that only the lower half of the rental agreement can be customised.  The top half of the agreement contains information from the booking including the vehicle, customer and dates  etc.  This information can't be changed on the agreement template.  


Accessing the Rental Agreement Template 

The Rental Agreement Template can be accessed by going to :
System Setup> Agreements and Other Templates.





Editing the Rental Agreement Template

Select 'Rental Agreement' from the "Template to Update" field and the For Location, Brand or Vehicle Category Type from the field below if applicable ( see the Customise Agreement Template section further down in this article for more information) 


The text area allows you to enter free text and provides a standard set of Editing Tools across the top to assist in formatting your agreement. 

Note that you should not cut and paste text from another formatted document such as Word, as the formatting will not copy across.
Formatting should be completed using the formatting tools on the top toolbar, or, if you are familiar with HTML, you can click on the 'Source' button  and use HTML to format your text. 



Click on "Submit" to save any changes you make.

Note that often the fine print legal terms and conditions are pre-printed on the reverse side on standard A4 paper and loaded into the printer as pre-printed stationary.
The template defined here is then printed on the front side of the Agreement. 

Customise Agreement Template

You are able to create different versions of the Rental Agreement based on on your preference on whether you want it to be Location, Brand or Vehicle Category Type specific. By default, it will be set to Location. To change this to either Brand or Vehicle Category Type, please email support@rentalcarmanager.com.

Below is an example of a Rental Agreement template that is Location specific - Perth Airport:


If the template is the same for all Locations, then you can just create/edit  the one template with the Location set to 'Default' .  This means that the template will apply for all Locations. However, if for example you include location specific information in your rental agreements, you would need to create a template for each Location that has a different requirement. 

To edit/create the template for a single location, select the location from the list, edit/create the template and "Submit". You would then need to repeat this process for each Location that is going to be different. 

When the Agreement is generated, it will look to the templates to see if there is a template for the pickup  location on the booking - if it finds one, it will use it.  If it doesn't find a Location template, it will use the Default template. 

Printing the Rental Agreement 

The Rental Agreement can be printed from:
The Documents section of the Booking Details Summary


Or the Bookings Documents tab in the Booking Form.



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